Service Coordinator – Mechanical Services

Air Theory Brookvale, Northern Beaches, 2100, NSW

Full-time

About Air Theory

Air Theory is a growing mechanical services and consulting business delivering HVAC, ventilation and mechanical solutions across commercial, residential and construction projects. We work closely with builders, consultants, technicians, subcontractors and clients to deliver practical, high-quality outcomes from initial design and coordination through to installation, commissioning and ongoing service.

As the business continues to grow, we are looking for an experienced Service Coordinator to help bring together our service operations, technicians, customers and internal systems.

The Role

This is a key operational role responsible for coordinating our day-to-day service workload and ensuring jobs move efficiently from the initial customer enquiry through to completion, reporting, quoting and invoicing. You will be the central point of coordination between customers, technicians, suppliers and management. The successful applicant will be organised, commercially aware and comfortable working in a fast-moving construction and mechanical services environment.

This role would suit someone who has previously worked in service coordination, scheduling, construction administration, facilities maintenance or trade services and understands the importance of communication, job control and following work through to completion.

Key Responsibilities

- Receive, assess and coordinate incoming service requests
- Schedule technicians and subcontractors across service, maintenance and minor works
- Prioritise urgent breakdowns and manage changes to the daily schedule
- Communicate with customers regarding attendance times, job progress and outstanding requirements
- Ensure technicians have the correct information, site access details, materials and documentation
- Monitor active jobs and follow up outstanding works, reports, parts and return visits
- Review technician notes and service reports for completeness




- Coordinate quotations arising from service recommendations and defect reports
- Assist with purchase orders, supplier coordination and parts tracking
- Ensure completed jobs are commercially ready for invoicing
- Maintain accurate job statuses, notes and records within the job-management system
- Coordinate recurring maintenance and planned service agreements
- Assist with improving internal service processes, workflows and reporting
- Work closely with administration, accounts, project managers and company management
- Help create a consistent and professional customer experience across the business
- Building our logistic reach and improving our workflow across the business.

About You

You will be someone who enjoys bringing structure to a busy workplace and takes ownership of getting things completed.

You will ideally have

- Previous experience in a service coordinator, scheduler, construction administrator or similar role
- Experience working within the construction, mechanical, electrical, plumbing, facilities management or trade-services industry
- A practical understanding of how service and maintenance work is delivered
- Strong scheduling, organisation and time-management skills
- The ability to manage multiple jobs, technicians and customer priorities at once
- Strong written and verbal communication skills
- Confidence communicating with technicians, builders, suppliers and clients
- Good attention to detail and a willingness to follow jobs through to completion
- Experience reviewing job reports, purchase orders, quotations and service documentation
- A calm and solutions-focused approach when schedules or priorities change




- The confidence to identify issues and escalate them before they become larger problems

Systems Experience

Experience using Simpro is highly regarded. Experience with other job-management, service-management or construction software will also be considered, including platforms such as:

- AroFlo
- ServiceM8
- Buildxact
- Fergus
- Procore
- Microsoft Office and Outlook
- CRM and scheduling platforms

Training will be provided on our specific systems and processes, but applicants should already be comfortable working within digital job-management software.

What We Offer

- A key role within a growing Australian mechanical services business
- The opportunity to help shape and improve our service operations
- A supportive and practical team environment
- Exposure to a broad range of commercial, residential and construction projects
- The opportunity to work closely with company leadership
- Genuine responsibility and room to grow as the business expands
- A role where your organisation and experience will have a visible impact
- Competitive salary based on experience
- Flexible work hours with a family friendly office

Why Join Air Theory?

This is an opportunity to step into a role with genuine ownership. We are not looking for someone to simply answer phones and enter jobs. We are looking for an experienced coordinator who can understand the bigger picture, keep technicians and customers informed, improve workflow and help us build a scalable and professional service department.

You will have the opportunity to contribute ideas, develop systems and become an important part of the company’s continued growth.

How to Apply

Please submit your resume along with a brief cover letter outlining:

- Your experience within construction, trade services or facilities maintenance
- Your experience coordinating technicians or field-based teams
- The job-management systems you have previously used
- Why you believe you would be a good fit for Air Theory

📌 Service Co-ordinator - HVAC and Mechanical services (Brookvale)
🏢 Treadies HVAC
📍 Brookvale